Fort Saskatchewan Mixed Slo Pitch Association Executive Meeting September 11, 2016 Scotiabank Room DCC I. Call to Order Patricia called to order the executive meeting of the Fort Saskatchewan Mixed Slo Pitch Association at 6:33pm on September 11, 2016 in the Scotiabank Room DCC. II. Roll call The following Executive members were present: Patricia Willerton - P Chandra Henry - P Paul Kruger - P Nadine Stang - A Tara Ouellet - P Sean Ansell - P Dave Peacock - A Diane Loyer - P Brian Howie - P Dan Wilson - A Janelle Kimball - P Tara Wilson - P Adam Henry - P Carey Horslen - A Larry Brandenburg - P Alanna Marklund - A
III. Review Approval of Minutes - Chandra Henry Paul Kruger made a motion to approve the minutes. Brian Howie seconded. Vote was taken, all were in favour and the motion was passed. IV. Current Agenda Additions/ Changes Patricia Willerton Add Rental Contract to Old Business. Add Insurance Policy to New Business. V. Review/Discussion of Old Business 1) Review of Season Positive feedback from membership on season. 2) Game Cancellation Protocol Review of the protocol for rain outs - Larry and Dan make the call, communicate it to Chandra and she posts to social media. 3) Game Length A few minor issues were brought forward throughout the season. Reminder to review expectations with umpires going into next season. 4) Public Use of Facilities The public is requesting to use our tables for birthday parties with the new playground. If there are tournaments, we do not want public using our tables, but otherwise the executive decided there was not much we could do about it. Discussion around signs for liability reasons. Want to get signs made for emergency exits. Janelle to look into options.
5) Rental Contract Discussion around the current rental contract and whether maintenance should be added. Currently we do not offer maintenance for rentals, but pass along the maintenance contact information for those interested. We will continue with this for the upcoming season, as we are not currently at a point where offering maintenance every weekend is always a possibility. Revise the rental contract to state that diamond maintenance is not included in the rental fees, and continue to let renters work out their own maintenance if desired. 6) Review of Improvements Home safety plates are getting worn out and there is a safety issue with the new batter mats. As an executive we decided to remove them, and return to the line. Suggestions to paint a line were brought forward. Though diamond six feedback was not completely positive, we are still going to continue to use it for future seasons when necessary. There are issues with the first base breakaway bases. Discussion around whether or not we should switch first bases back to the old style. It was decided that further maintenance may solve the problem. Next year we are going to stress the importance of taking care of the bases to maintenance. 7) Fall Cleanup Plan There is no plan yet as Dan is absent. We will post it to social media, and will continue to run it as we have in the past. Pass any ideas along to Dan. 8) Finance Update Income was $20000 more than anticipated due to diamond rentals, advertisements, four additional summer league teams, ten additional fall league teams and selling our lawn mower. Umpires were more expensive due to the higher number of teams. Maintenance projects were under, but
we are waiting on a few more expenses. Approximately $15000 surplus for the season. 9) Umpire Report Discussion around teams warming up on the infield. We are going to add a line to the operating guide, and mention it at the Spring AGM. Umpires can remind the teams if they are there early. 10) Fall League Umpires in Fall League were minimal in the beginning due to other commitments. There are a number of umpires that do not want to travel for a single game. Approximately half of the games were covered. Discussion around returning money - it was decided to return all $100 for the teams in Fall League. Since Larry can not guarantee umpires, we may not even offer umpires for Fall League next year. Balls were an issue for Fall League. Next year we will supply each team with new game balls for their own use. 11) Dog Park Dog park is nearly built, if not done. Previously we had discussed the borders of the dog park, and how it affected our future growth plans. After further inspection information from the city, it was obvious that there is still room. VI. Presentation of New Business 1) Insurance Policy Our past insurance policy increased drastically this year (from $1951- to $3180). Tara looked at some other markets, and rewrote it to Wawanesa for ~$1500. Wawanesa is requesting the cash value of equipment, and replacement value of facilities, etc. (Garage, dugouts, fencing). Tara,
Patricia, and Paul will determine estimate replacement costs. Janelle will email Tara with cost and number of signs. Chandra will get a copy of the insurance policy from SPN. 2) Fall Meeting Agenda Chandra presented the Fall Meeting Agenda. Suggestion for changes were discussed and added to the agenda accordingly. Unsure if absent members were interested in staying on, Chandra to email and confirm. 3) Team Registration Plan for 2017 Brian briefly discussed the plan for registration next year which will focus on having teams register online prior to the Spring AGM. Further details will be finalized over the winter in regards to the waitlist and new teams trying to enter. 4) Community Grants Program Brian brought forward the opportunity for a community grant. The information needed to obtain the grant was very specific, and as an association we are not presently at the point to pursue it. 5) Structural Plan and Bylaws Patricia presented a new structural plan (see attached). Discussion revolved around whether or not to hire a consultant to help us find our vision moving forward, or to create a sub committee to work on the it. Patricia to email a proposal to executive prior to November meeting. VII. Adjournment Patricia adjourned the meeting at 8:46pm.
Action Items Janelle to look into signs for emergency exits. Emergency Access - No Parking ANYTIME. Larry to order balls for next season prior to April. Janelle to email Tara with sign costs. Chandra to get insurance policy from SPN and forward to Tara. Chandra to email absent members about continuing their positions. Patricia to create a proposal for consultant and email executive members prior to November meeting.